The Role of Communication Skills in Planning a Group Project - Essay Example

 Presentation and presentation skills, today, mean a lot for a person who is interpersonally engaged with the peers all the times. In business studies and business field, presentation making is actually a heavy weight among skills a professional can have. It is important to mention that presentation provides opportunity for building up of an image, making the audience realize worth of the presenter and acumen the presenter possess. Thus it is not far from the notion to say that it is a form of conversation that wins the battle on tables. As it has been well said that initiating a conversation is half the battle, thus from the idea of presentation we can realize the importance of how to initiate in front of an audience. (Rodriguez-Farrar, 2006) Presentations actually are a form of communication that involve, in practice, use of certain literature about the subject matter, presenter, mode of presentation and an effective way of communication. On the audience side, the targeted individuals are referred to as people of concern, importance or potentials of any kind. This two pronged structure of a presentation environment is very important as far the concept of planning for a presentation is concerned (Griffith University, 2007). The planning thus involves the crux and quintessence of the presentation that comes out to be the face of what has been worked upon. This working involves a comprehensive methodology and practices so that an effective result may be achieved. This resultant is actually the material for the presentation. This essay is about an experience that has been attained during planning for a presentation. This experience is of course based on what actually happens to the presenter planning for this type of communication. It is not different from experiences of a lot of people that plan for a public speaking. In fact this domain of public speaking demands a lot more insight from the presenter in to topic or the subject matter that is being presented. The retrospective analysis of the presenter always notifies to him a self correcting conclusion that planning is actually the first step towards presentation making. Planning for presentation involves background knowledge, though thin, yet broad and readily available. Individual planning is less preferred to the group planning. This it is very important to have a consultancy and discussion environment during this stage. After this brainstorming stage, literature review comes, which is important as far is competencies of the individuals in the group are concerned. Assigning of the tasks is done on the base of individuals’ abilities, analytical and comprehension skills. This is called right man for a job. Here the division of tasks is done that is very important in planning of a presentation. Culmination of this stage requires more time than any of the other stage and the question of quality, authenticity, credibility is often subjected to checks by the lead. Here, responsibilities and experience of a lead matter the most. An experience of the task division and reviewing the literature material for the planning of presentation is discussed in the case. It was experience that has brought a clear insight in correctly gauging the intensity of the planning phase in making of the presentation. It is known to many professionals that an individual is prone to more errors and mistakes than a group. Thus a group provides with an opportunity to learn through a system of advice, checks, distribution of work and balance with respect to the work load. It can therefore be concluded from an experience of planning for a group presentation that there is no single factor or stage that can be named as crucial or critical. In fact every point remains important and imperative for thorough checking and discussions. Major areas of interests are accentuated in the preliminary discussions among the group mates. It is very important to expeditiously brainstorm the basic theme of the presentation. At this stage that can rightly be called as first stage, broad area of interest is developed. This is important to address the subject matter that will sprawl over the entire presentation. Here the competency levels of the individuals in the group can be assessed. After this assessment, the individuals that are involved in the prior discussion are assigned with tasks to plan for the area of their expertise. This is called calling the right man for the job. As for example, a case study is being prepared. It pertains to comprehend business opportunities in some region in Africa. Here at first step types of business that are pervasive in the region will be comprehended as to why they are so much adopted. The market abilities, capabilities, availability of raw material, skilled labour, transport and a host of such issues will come under discussion. The group will naturally have individuals that will dare to work on these aspects, as mentioned above. There will be a consensus that will develop in assigning of the task. The task gets divided and thus workload in a balancing way can be accomplished (University of Leicester). It is natural and has been often experienced that quality of work through the above mentioned process can be enhanced and improved. As a solid experience it was noted that division of tasks was the first step towards an excellent produce. It involves assessment and a thin background of all the knowledge areas that are involved in making of the presentation. As making is the second step, the planning stage is what we can say the seed of the tree that will be achieved. The better it is nurtured, the more would be the chances to have mesmerised audience. Credible literature review and assembly of material for the presentation is first big task that the team lead confronts. After assigning of the areas and aspects to the group individuals, the resultant material is to be read, arranged, clarified and authenticated. This is of course a task that requires team lead to be more efficient and calls for going an extra mile. Deliberations are made in order to check and recheck for any confusion or error in the presentation material. Deletion of extra or out of context material, finding the gist of the research by each individual, being accurate, concise and brief are the tasks that should be in the mind of a team lead. Being directed and composed in order to make the presentation a systematic chapter to chapter event is very important. In addition to above experience few technical difficulties are always confronted. The team lead is responsible for guiding of the individuals. Although lead should always be reminding the group of the aims and objectives of the assignments awarded, yet it is important to take up the ABC of literature review being done by the individuals. (Worth, 2004) ABC, discusses above is actually the steering of a research for accuracy, brevity and conciseness. This is as important as the individual’s outlook while trying to convince the audience for attire they should prefer. The more individuals adhere to ABC of planning the better would be the outcome for the material. Next to it is the assembly, collection, arrangement, vetting and whetting of the presentation material. The technical difficulties that are confronted start to prick the team lead right from the beginning. It is required from the lead to be more devoted to the task. As consultancy is always deemed as an important the lead is always immersed in the overseeing and direction processes. Throughout, till the culmination it is responsibility of the lead to stay upright in managing the aims, objectives, and best practices during the planning phase. In a group it is important to foster a feeling of congealing vertical and horizontal communication amongst. This is as important as in a football match where teamwork is the only way to achieve victory. This is also discussed under the heading of impediment in communication. The individuals are less at discussion regarding the literature selection, causing out of context results. The lead is a person who floats over all the individuals. Thus keeping in contact is very important for the lead to be in, so that, the swaying may not happen (Moore). Another technical difficulty is the communicative gap due to less competence of the lead. It can be contained with the help of extra work and more availability of the lead for the group. This provides for a self correcting and thorough plying over the presentation material that clarifies the concepts and helps spotting of aims and objects. The experience of a lead construes that the one should be willing to go an extra mile, be all inclusive and available, congealing and of course be soliciting the principle of ABC (Dettmer, 2009). This is important to make group realize the fact that individuals are entrusted with aspects and areas of their competency and interests, and therefore should come up to the benchmark. The best practices as discussed above should always be realized or plied upon again and again. It is responsibility of the lead to have the group in command of these practices. Bibliography Rodriguez-Farrar, H. B. (2006). The teaching portfolio. Worth, R., InfoBase Publishing., & J.G. Ferguson Publishing Company. (2004).Mastering career skills: Communication skills. New York: Checkmark Books. 15-18 Griffith University (2007). Oral Communication Tool Kit.p7 Dettmer, P., Knackendoffel, A., & Thurston, L. P. (2009). Collaboration, consultation, and teamwork for students with special needs. Upper Saddle River, NJ: Pearson/Merrill. University of Liecester (n.d.). Planning an effective presentation — University of Leicester. Retrieved from http://www2.le.ac.uk/offices/ld/resources/presentation/planning-presentation Moore, P. (n.d.). Group Presentation Requirements. Retrieved from http://courses.washington.edu/iethics/Requirements.pdf Read More